Administrative Assistant

State Of Colorado - Colorado Springs, CO

Full-time - Entry Level

Colorado Springs, CO

501-1,000 employees

Executive, Legislative, and Other General Government Support

About the position

The Administrative Assistant position at the Colorado State Public Defender's Office is a full-time, entry-level role focused on providing clerical and receptionist support within a legal environment. The position involves routine administrative tasks, client interaction, and assistance with case file management, all while adhering to established office procedures. The role is essential in maintaining efficient office operations and ensuring compassionate service to clients seeking legal representation.

Responsibilities

• Perform general reception duties including answering phones with multiple lines, screening calls, taking messages, and referring callers to the appropriate person or office.
• Greet and assist onsite visitors, providing general information such as the name of the appointed attorney and scheduled court dates.
• Check the main voice mail and email inbox frequently, responding to or forwarding messages as necessary.
• Assist individuals applying for representation by explaining the application process and ensuring the submission of completed documents.
• Review applications for completeness in accordance with eligibility guidelines and process them according to State and Regional Office policies.
• Open, enter data, update, and close client files in the online case management system.
• Use court or local jurisdiction internet sites to search client case information.
• Process incoming and outgoing mail and perform routine clerical tasks such as copying, printing, sorting, and distributing documents.
• Make weekly courthouse runs to pick up digital and hardcopy discovery files when e-filing is not available.
• Upload large volumes of electronic documents into the online case management database and scan hardcopy documents.
• Attend meetings and trainings as required.
• Perform other administrative duties as assigned.

Requirements

• Graduation from high school or equivalent required.
• Knowledge of English language, grammar, and punctuation.
• Knowledge of basic math (addition, subtraction, multiplication, and division).
• Knowledge of standard software applications such as Microsoft Office Word, Excel, internet browsers, and email.

Nice-to-haves

• Client/customer service experience in a fast-paced environment.
• Basic clerical and administrative skills such as data entry, managing files/records, and answering phones.
• Training or experience that provided knowledge of court systems and legal terminology.
• Experience working in an environment serving indigent populations.
• Spanish-speaking skills.

Benefits

• 6 Health Plans - Cigna & Kaiser options
• Basic Vision Insurance included with medical plans
• Dental Insurance
• State Paid Life Insurance
• State Paid Short-Term Disability
• FSA - Healthcare and Dependent Care
• HSA Plan with Employer Contribution
• Generous Paid Time Off
• 11 paid holidays
• Access to Mental Health and Well-Being Resources
• Colorado PERA
• 401(k) and 457 Supplemental Retirement Plans